# Google Drive Standard (Publishing Pod) **Purpose.** One place for every asset, organized the same way the operating system is: HQ, Creators, Production. The test is the one the Slack and ClickUp standards already use: can a new hire find the approved version of any asset, the raw footage behind it, and the campaign it belongs to in under two minutes? Authoritative files live in company-controlled Drive; local working files get uploaded or synced before any handoff. **How it maps to the rest of the system.** ClickUp holds the status of work; Drive holds the files. Every Drive folder that ClickUp references is named for the ClickUp record it belongs to: | Thing | Drive folder name | Where the name comes from | |---|---|---| | Campaign | `Roan · Webinar · 2026-09` | The ClickUp campaign-list display name. Its paired Slack channel is `#launch-roan-webinar-2026-09`. The campaign brief records both links and the project code | | Creative deliverable | `cr0042_priceanchor_hook01_vid_roan_v01` | The full versioned ClickUp creative key, retrieved from the task, never invented | | Partner video batch | `ROAN-PVR-B03` | The Partner Content batch ID; each video's ID (`ROAN-PVR-B03-V02`) is recorded in ClickUp against the actual file, never derived from a filename | | Any other asset | The ClickUp task ID | Non-ad assets without a naming convention use the task ID | Raw, Working, and Final are **storage stages**, not statuses. The status still lives in the queue: Ads Engine reaches Ready after review; Design Studio reaches Approved, then Delivered after the requester handoff; Partner Content reaches Approved only with every handoff field completed. A file enters Final when its task reaches that state. ## The shape: four Shared Drives | Drive | Holds | Members | |---|---|---| | `HQ` | SOPs, runbook and SOP templates, company brand masters, blank hiring templates, meeting agendas, the Archive Index | Everyone internal | | `HQ Restricted` | Signed contracts, creator deal terms, signed usage releases (originals), unredacted receipts, candidate and personnel records, compensation, finance, and the Drive cleanup inventories and logs | Leadership and named custodians only | | `Creators` | One folder per creator, stamped from the template below | Drive-wide membership only for roles that serve every creator; creator-scoped people get named folders, not membership | | `Production` | Reusable craft libraries: licensed stock and b-roll, licensed music and SFX, fonts, design and edit templates, the ad reference library, plus shortcuts to creator-specific work. Creator originals never live here | Internal team | **Closure is a record, not a move across drives.** When a campaign or a creator relationship closes, ClickUp records it and the `HQ/Archive Index` (a sheet of safe-titled shortcuts) points at the closed records, which stay inside their existing access boundary. Closed campaign folders move only within the creator folder, to `40 Campaigns/_closed//`. Restricted records stay in HQ Restricted. **No Google Workspace?** A company-controlled My Drive with the same four top-level folders is a temporary arrangement, never a person's Gmail. Files created by collaborators in My Drive are owned individually and need ownership verification one by one. Never share the custodian account's password; add people as collaborators. ## The creator folder template (identical for every creator) ``` / 00 Hub/ Brand Kit (the creator's brand masters), voice spec, avatar and research, contacts, links to the ClickUp folder, CRM, and tracker 05 Intake/ the single upload destination: one folder per request or batch (ROAN-PVR-B03); the uploader can add files until receipt is confirmed, then editing closes 10 Assets/ every creative asset, each type with Raw, Working, Final Video/ Raw · Working · Final ads, short-form, long-form YouTube, webinars, video podcasts Audio/ Raw · Working · Final podcast episodes, voice-overs Photos/ Raw · Working · Final Design/ Raw · Working · Final static ads, email graphics, slide decks, page designs 20 Copy/// owns all copy: ads, emails, pages, scripts. Campaign and offer folders hold shortcuts 30 Offers// 00 Brief and Map · 10 Source (client-supplied content) · 20 Working · 30 Delivery// (grouped by SKU and module, with a manifest sheet) 40 Campaigns// 00 Brief · 10 Copy (shortcuts) · 20 Creative (shortcuts to Final) · 30 Tech and Tracking · 40 Numbers (includes Ad Account Exports) · 50 AAR _closed// after the AAR 50 Reports/ weekly creator reports, monthly reviews, tracker exports, recurring ad account exports (dated) 60 Meetings/ call recordings, notes, needs-from-you lists (dated) 70 Proof/ Proof Register (sheet) · Testimonials · Screenshots · Results: approved, redacted evidence only. Signed releases live in HQ Restricted; the register links to them ``` **What lives inside each stage.** Raw: untouched originals, one folder per shoot or batch, original filenames preserved so edit projects can relink to their sources; for Design, the supplied inputs. Working: one folder per edit or design project with its dependencies, review exports, captions in progress. Final: one folder per deliverable key holding the master and every export variant (for video: 9x16, 1x1, 16x9 as needed), the caption file, the transcript, the thumbnail or cover, and the publishing copy; for Design, the approved exports. Audio Final holds approved masters and distribution exports. Files are moved into Final by a named Content manager or Manager (the custodian) after the asset owner verifies the four conditions in rule 2. **Offers.** Each offer folder separates what the client supplied (Source), what we are building (Working), and what customers receive (Delivery). A delivery release is grouped by SKU and module and carries a manifest sheet: filename or link, SKU, module, version, approval evidence, delivery destination. A file enters `30 Delivery//` only after the required approver confirms that SKU's package is usable, that rights cover customer distribution, and that the owning task is linked; the evidence goes in the manifest. Missing evidence leaves the file in Source or Working. Originals live in one place; anything already stored elsewhere is a shortcut. **Copy.** `20 Copy///` owns the copy. The campaign folder's `10 Copy` and the offer folder hold shortcuts, so a page rewrite happens in one place. **Proof.** The Proof Register is the link between a claim and its evidence: claim, supporting file, source and date, permitted use, rights decision, approver, related asset or task. The claims rules in every launch brief depend on this sheet being current. ## Naming - **Folders** carry a two-digit prefix so they sort the same everywhere (`00 Hub`, `10 Assets`). Campaign folders use the ClickUp campaign-list display name exactly. Raw batches use the partner batch ID or, for the creator's own shoots, `YYYY-MM-DD creator-shoot`. - **Raw files** keep their original filenames. Preserve them so edit projects can relink to their sources. - **Deliverable folders** use the full versioned ClickUp key: `cr0042_priceanchor_hook01_vid_roan_v01`. Files inside append the export format once: `cr0042_priceanchor_hook01_vid_roan_v01_9x16.mp4`, `..._v01.srt`, `..._v01_thumb.jpg`. Never a second version token. - **Versions and iterations.** A v02 iteration is a separate deliverable linked to its parent task; v01 and v02 can both be live. "Superseded" means replaced within the same deliverable, and superseded exports move to `Working/_superseded`. The word FINAL never appears in a filename; the Design Studio task carries `FINAL: ` pointing at the current approved file. - **Dated documents** (reports, notes, exports) start with `YYYY-MM-DD`. - **Status lives in ClickUp, not in filenames.** No `_approved`, `_use-this`, `_final_final`. ## Rules (pin them in every creator's Hub doc) 1. **Raw is untouchable.** Never edited in place, never renamed, never deleted. Approved unedited footage stays in Raw; its file is linked from the ClickUp task, with a shortcut in Final if a deliverable needs it. 2. **Final means four things at once:** usable to spec, approved by the required approver, rights confirmed for the intended use, and linked from the owning ClickUp task and from any separate requesting task that exists. Nobody creates a second task just to satisfy this rule. Missing any one, the file stays where it is and the task says why. 3. **Working holds drafts and production files.** Thirty days after the owning task closes (or after the campaign AAR, where there is one) the asset owner reviews Working for archive. Archive only when no active task, campaign, or customer delivery depends on the files; keep source projects, dependencies, and previous exports. Archived means moved to `Working/_archive`, never deleted. 4. **Company-controlled Drive is authoritative.** Contractors work inside the shared drives. Local working files are uploaded or synced before handoff. 5. **Creators and their teams receive their specific batch Intake folders, Reports, and requested Final folders under the access table. Filming partners receive only their specific batch Intake folder. Neither receives drive membership.** Same principle as the -comms channels. 6. **Restricted originals stay in HQ Restricted.** Add a shortcut elsewhere only where its title is safe to disclose; the shortcut does not grant access. 7. **Drive names match ClickUp names.** Campaign, deliverable key, batch ID. Drive holds the files; ClickUp holds the status. 8. **Nothing is deleted during the cleanup.** After it, files are archived rather than deleted unless leadership sets a written retention rule. ## Access model | Who | Role | |---|---| | Leadership and named custodians | Manager on the drives they administer; members of HQ Restricted | | Staff whose role serves every creator (system owner, media buying, design lead) | Content manager on Creators and Production; Contributor on HQ. The custodian who moves files into Final and archives is one of these people | | Creator-scoped contractors (an editor or writer on one creator) | Not drive members. Editor on that creator's named Working and Copy folders only, granted at folder level, plus Viewer on the specific Raw batches and other source or dependency folders their assigned tasks require; verify sources can be opened and, when editing requires it, downloaded | | A creator and their team | Not members. Editor on the specific `05 Intake//` folder, never its parent, until receipt is confirmed; Viewer on `50 Reports`; Viewer on specific Final folders on request | | A partner filming for a creator | Editor on one `05 Intake//` folder, for that batch only | | Review-only recipients | Viewer | Non-members are granted at folder level, so their role is Editor, Commenter, or Viewer on that folder. Drive members with Contributor cannot move files inside a Shared Drive; that is why promotion into Final and archive moves belong to the custodian. Raw and Final are configured separately from Working: use limited-access folders where the Workspace edition supports them; otherwise keep Raw and Final access to the roles above and Working to the people editing. Link sharing ("anyone with the link") is never used on HQ Restricted, Proof, Raw, or Intake. Offboarding happens the same day and covers drive membership, direct shares, and inherited routes. External sharing and non-member sharing settings are tested once with a test account before the first creator is onboarded. ## Lifecycle | Stage | Where | Rule | |---|---|---| | Files arrive | `05 Intake//` | The partner upload page and the creator's own handoffs land in the batch's own folder. The custodian checks the intake checklist, moves originals to Raw without renaming, records the batch and video IDs in ClickUp against the file IDs, removes upload editing for that batch, and verifies effective access to the received files | | Editing | `Working/` | One folder per project. Review exports live here until approved | | Approved | `Final//` | Moved by the custodian after the asset's owner verifies rule 2 and the task has reached the approved state for its queue; task links the folder | | Campaign closes | `40 Campaigns/_closed///` inside the creator folder, moved by the custodian after the AAR | Recorded in ClickUp and the Archive Index. Working reviewed for archive 30 days later. Raw and Final stay where they are | | Creator relationship closes | Folder stays in Creators; closure recorded in ClickUp and the Archive Index | Departed parties' grants removed the same day; archive consumers get Viewer. Retention follows the deal terms in HQ Restricted | ## Weekly hygiene (10 minutes, folded into the existing hygiene audit) - Files sitting at any drive root or creator-folder root, within the scope that has been cleaned: should be zero, with any authorized exclusions named. - Final folders without a ClickUp key, or two exports claiming to be the current version of one deliverable. - Working items awaiting archive review, with owner and review date. - Intake folders still open past receipt. - New link-sharing on HQ Restricted, Proof, Raw, or Intake. - The Unsorted count from the cleanup, trending to zero. Post the counts with the rest of the weekly [UPDATE] in #team-ops.